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Table 1 Questions addressed within each of these five functional components of a data management system needed to ensure data quality *

From: Improving the quality of health information: a qualitative assessment of data management and reporting systems in Botswana

Five functional components of a data management and reporting system

Questions

M&E structures, functions, and capabilities

• Are key M&E and data management staff identified with clearly assigned responsibilities?

• Have the majority of key M&E and data management staff received the required training?

Indicator definitions and reporting guidelines

• Are the operational indicator definitions meeting relevant standards that are systematically followed by all service points?

• Has the program/project clearly documented (in writing) what is reported to who, and how and when reporting is required?

Data collection and reporting forms and tools

• Are there standard data-collection and reporting forms that are systematically used?

• Is data recorded with sufficient precision/detail to measure relevant indicators?

• Are data maintained in accordance with international or national confidentiality guidelines?

• Are source documents kept and made available in accordance with a written policy?

Data management processes

• Does clear documentation of collection, aggregation, and manipulation steps exist?

 

• Are data quality challenges identified and are mechanisms in place for addressing them?

 

• Are there clearly defined and followed procedures to identify and reconcile discrepancies in reports?

 

• Are there clearly defined and followed procedures to periodically verify source data?

Links with the national reporting system

• Does the data collection and reporting system of the program/project link with the National reporting system?

  1. *Based on the Data Quality Audit Tool[6].